Data Validation Overview - Validation List

Purpose: This document is a summary of all data validation that is described in detail in the sections that follow.  Data Validation cycle 2, 3 and 4 will validate using this information as a guide.  

Data validation cycle 4 begins with a "mock" dry run and cycle 5 is only a dry run of GoLive Sunday's validation. These 4 hour validations use Validation Guides which are located in the project Canvas course.  

Audience: Staff participating in validation activities

Campus Solutions (CS) Data Validation
CS Core - Bio/Demo
  • Student Bio/Demo Person Information -Minimum of 50-100 records
  • Student Bio/Demo Citizenship
    • USA citizenship - Minimum of 50 records
    • Citizenship from supplemental file  Minimum of 50 records
  • Birth Country and Location from supplemental file - Minimum of 50 records
  • Student Bio/Demo Visa - Minimum of 50 records
  • Student Bio/Demo Ethnicity - Minimum of 50 records
  • Student Bio/Demo Disability and Accommodation - Minimum of 50 records
  • Residency - Minimum of 50 records including a variety of Residency codes and Residency exceptions
  • Emergency Contacts - Minimum of 50 records
CS Core - Course Catalog and Class Schedule

For data validation cycle 3, colleges have the Course Catalog in production and will not need to validate Course Catalog and Class Schedule, as a part of the data validation activities, after cycle 2.  

  • Course Catalog - Active Courses for Go-Live (Validate at least 50% of the courses that will be scheduled in the go-live quarter.) Field-by-field validation guidance is provided in the following sections
    • Transformations: Use your college’s course catalog revision assignment to verify courses and classes were transformed as expected
    • Exclusions: Use your college’s course catalog revision assignment to verify courses and classes were excluded as expected
    • Course Career: Verify CNED courses and classes converted as expected based on the CE qualifier applied in legacy
  • Class Schedule - Because the majority of class data is inherited from the Course Catalog, most class validation issues (e.g., credits, course title, course career, etc.) will be addressed during the Course validation activities
CS Core - Student Program/Plan & Degrees
  • Student Program/Plan Stacks (at least 25% of currently enrolled students)
  • Student Degrees (at least 10 terms and verify at least 25% of degrees awarded during those terms converted successfully)
CS Core - Enrollment, Transfer Credit & Transcript Text
  • Enrollment & Grades
    • Review converted enrollments for terms prior to the go-live term
    • Review both Academic and Continuing Education enrollments
    • Waitlists may not be available for validation depending on the legacy snapshot date.
    • Confirm that grades with special qualifiers converted to the crosswalked Grading Basis.
    • Confirm that enrollments did not convert for subjects that were excluded.
    • Confirm that courses transformed to a new PeopleSoft Subject and Catalog number converted as expected.
  • Transfer Credit & Transcript Classes (validate 10% of records; confirm that transformed courses converted as expected)
  • Transcript Text & Notes (validate a variety of transcript comments based on how your college has utilized this page. Scenarios may include comments related to transfer credit, Academic Credit for Prior Learning, Advanced Placement credit, grade forgiveness, and similar topics)
  • Quarterly Honors & Awards (confirm that legacy Transcript Comments in SM6012 converted to PeopleSoft Transcript Text. Also confirm the text displays in the correct location either with the associated term or at the end of the transcript.)
  • Degree Honors (Validate students for each Degree Honors EPC used by your college Verify the degree honors are printing on the transcript as expected)
CS - Other Student Records
  • Academic Standing (Select at least 10 terms and validate at least 25% of Academic Standings were converted correctly)
  • Service Indicators (confirm that punitive unusual action codes from SM5003 converted to a PeopleSoft service indicator as mapped on the crosswalk and select at least 5 terms and validate a minimum of 25% of service indicators.)
  • Student Groups (at least 5 terms and validate a minimum of 25% of the student groups assigned)
  • Test Scores (at least 25% of Test Scores were converted correctly.  This includes Test ID and its corresponding Test Component, Test Date and the Test Score.)

Note: Quarterly Honors & Awards is covered in the Enrollment, Transfer Credit, and Transcript Text guide. Please see that guide for validation instructions of Quarterly Honors & Awards.

CS - Student Financials
  • Customer Account
    • The accuracy of student accounts is critical to a successful go-live. This data impacts post go live activities such as Dual Processing, 1098Ts, and payment of outstanding charges. Data validators should complete a thorough review of converted student account data and are recommended to validate the following areas:
    • For Cycle 2 we are requiring a 1% validation of all accounts. We are encouraging a ¾ effort emphasis on the accounts that say “Match” in column I. This is so you see and understand what a matching conversion will look like, and there may still be meaningful updates to be made there.  You can still validate the other accounts, however we know there is an issue there as we explained.
    • The minimum validation percentage needs to cover the following transaction types
      • Charges
      • Payments (including Financial Aid)
      • Refunds
      • Waivers
      • Student overall balance
      • Balance Forward 1098T Eligible & 1098T Ineligible
      • Financial Aid refunds as reflected in FAEXP data
  • Service Indicators
    • Validation amounts to come
CS - Financial Aid
  • Financial Aid Satisfactory Academic Progress Statuses (review 25% or more of their conversion data)
  • PS Checklists (review 25% or more of their conversion data)
Finance (FIN) Data Validation
FIN - 1099 Withholding
  • Supplier ID: If a college has a balance for a Supplier that does not already exist in PeopleSoft, that Supplier is created. Suppliers are created by the colleges in Production; and are entered and approved by the SBCTC Agency. Supplier TIN is used to match Legacy Vendors to existing PeopleSoft Suppliers.

Note: In cases where the given supplier(s) were not found or did not exist in Production, those supplier(s) will not be converted. Supplier Names may be different than legacy Supplier Names.

  • Supplier Location:College-specific Supplier Locations are added in instances where a Supplier exists but is missing a Location for the identified college.
  • Supplier Address:Provided address information is converted into a new Supplier created in PeopleSoft. Address information is also converted in for existing Suppliers when that Supplier is missing a Location for the appropriate college.
  • Supplier Withholding Status:Suppliers with a converted 1099 balance are flagged as 1099-eligible Suppliers.
  • Supplier TIN: The Supplier’s TIN is converted into the Supplier Header as well as into the Supplier Location for the identified college.
  • Supplier 1099 Balance: Supplier balance information is converted in by Withholding Class, e.g. 07.
FIN - Asset Management

If an adequate number of assets were included in the cycle 2 validation files and validated, then this will not need to be validation in cycle 3.

  • Ensure the cost and accumulated depreciation agree to the provided data and verify the future depreciation calculations are correct.
  • Make sure all the assets listed on your spreadsheet are listed. Capital and Small and Attractive assets will be listed. If an asset is not listed, check your spreadsheet for total cost the asset may have not met the required threshold.
  • Validate the Current Period (month), YTD, and total Accumulated Depreciation amounts.
  • Review the Account for each line of each Trans Type.  Pay particular attention to the accounting for assets acquired with Proprietary Funds, as opposed to Governmental Funds. Proprietary Funds use separate Depreciation Expense accounts, as well as different accounting upon asset retirement.
  • Verifying Small and Attractive Assets
FIN - General Ledger
  • General Ledger validation will cover opening balances for the current fiscal year for all Assets, Liabilities, and Fund Balances. It will also include monthly balances for all Accounts as of the date of the legacy snapshot.
  • Validating the proper data was extracted from the legacy system
  • Data was cross-walked to the proper accounting distribution in PeopleSoft
  • To help you in this effort we have provided an Excel workbook that contains the legacy to ctcLink crosswalk that you can use to look up the ctcLink values. Validate that the PeopleSoft journals match the extract cross-walked distributions
  • Next step and compare that data to the actual Conversion Journals that were created in PeopleSoft. This validation will ensure that the correct cross-walk effort is being done as the extracted data is loaded into PeopleSoft.
FIN - Grants/Projects
  • Grant Proposal - information that you see in the Proposal is in the correct field from the information that you provided.
  • Grant Award - information that you see in the Award is in the correct field from the information that you provided.
  • Projects - verify that the information matches what was provided in the Excel spreadsheet as homework. The Next step will be to finalize the budget (if is not already) by following the instructions on the QRG.

Please check the GL to make sure that Fund 145 and 146 is being converted as expected for your college.

FIN - Accounts Receivable
  • Review the excel spreadsheets (extracts) and/or data within Legacy to the data output viewed in PS.You are reviewing the data to determine:
    • Did the Customer Data convert as expected?
    • Did the data upload as expected in terms of values (detail/summarized transactional balance(s)?
    • Is the accounting distribution (chartstring) correct?
  • Validate the customer profile information, activity, and balance per invoice. Verify that the customer information for your customers within the system are accurate.
  • Validate the totals
  • Ensure the Control Total and Count matches the Entered Total and Count
  • Verify that there are no differences between the Entered Total/Count and the Posted Total/Count
  • Review transactions to ensure the same amts. for each line exist in PS as they do in Legacy.
Human Capital Management (HCM) Data Validation
HCM - Leave Balance
  • In order to convert the leave balances from the legacy system to PeopleSoft an employee should exist in PeopleSoft. Which means that the employee should have an active job already created in PeopleSoft system.
  • In PeopleSoft HCM, a job record cannot exist without a Person Record. The Person Record consists of the Employee ID (Empl ID) (SID in Legacy) and Effective Date, in addition to the personal contact information.
  • Each person in PeopleSoft should have a unique Empl ID assigned and can have multiple job records. The Absence balances from legacy are transferred to PeopleSoft by mapping their leave balances for every leave type to respective Job records.
  • Review about 20% to 25% of the records every cycle until all records have been evaluated, and though most have not changed at this point there should be stand-outs and exceptions should be paid special attention. It is recommended that the employees leave balances that are validated are made up of different groups (e.g. Classified Staff, Part Time Faculty, Faculty, and Exempt).
HCM - Employee Benefit Data
  • Benefits Data comes from a combination of Legacy and the HCA (Health Care Authority). HCA is the source of record for Health, Dental, Smoker information, and Dependent data. Legacy is the source for all the other Benefit enrollments. For conversion purposes we only load the HCA smoker and dependent information.
  • Life AD&D enrollment was shifted to MetLife and in PeopleSoft is considered a General Deduction. As such, Life now falls under Payroll conversion.
  • Benefit Program enrollment falls under employment data and will be converted when other Job information is converted. DRS calendar information is stored in Job Data and will also come over with the employment information. The calendars themselves will be constructed manually based off the DRS calendar entries in Job.
  • PrePay balances and calendar enrollment come in under the Payroll balance conversion and will be loaded at the time Payroll balance conversion occurs. PrePay Calendars from Legacy are also loaded during conversion. Benefits validation requires users to be aware of many disparate elements.
  • Review a minimum of 75% of the records very closely, while making sure that most of the population is correct at a glance. Known exceptions to rules are always good to take a look at in any cycle to try to note manual corrections that are needed.
  • Smokers must have100%validation in this cycle due to past issues with the smoker/spousal surcharge load.
HCM - Bio/Demo
  • Employee Bio/Demo Person Information (review 100% of their converted records very closely)
    • Name
    • Date of Birth
    • Gender
    • Marital Status
    • Education Level
    • National ID (ex. SSN)
    • Address
    • Phone Number
    • Email Address
    • Ethnicity
    • Veterans Status (this is also where the Veteran Disability is stored)
  • Employee Bio/Demo Citizenship and Birth Country (use the supplemental file they provided for Citizenship and select approximately 50 percent of the records to validate)
  • Employee Bio/Demo Visa (use the provided query and select a minimum of 50 records to validate)
  • Employee Bio/Demo Disability data (use the provided queries and select a minimum of 50 records to validate)
  • Employee Emergency Contacts (use the provided query and select a minimum of 50 percent of the records to validate)
HCM - Payroll

Payroll conversion activities entail multiple levels of functionality in order to successfully convert Legacy data into PeopleSoft. The following details the data validation necessary to ensure a quality conversion:

  • Employee Tax Data
  • Employee Direct Deposit Data
  • Employee General Deduction Data
  • Employee Additional Pay Data
  • Employee Earnings Balances
  • Employee Deduction Balances
  • Employee Tax Balances
  • Employee Deduction Arrears Balances
  • Employee Special Accumulator Balances

Other key conversion components needing validation are integrated in non-Payroll specific modules and are described below:

  • Job Data Paygroup Assignment
  • Job Data Employee Type (Salary, Hourly)
  • Job Data Tax Location
  • Job Data Shift Designation
HCM - Comp Time Balances / T&L Enrollment
  • Time and Labor enrollment material is related to Job Data in that only people with Job Data will have a Time and Labor enrollment. Job Data is converted and validated separately from Time and Labor. (validate 20% to 25% of the records every cycle until all records have been evaluated, and though most have not changed at this point there should be stand-outs and exceptions should be paid special attention. For example, is there someone who changed EMPL CLASS from hourly to classified, does their workgroup look correct?)
  • A crosswalk called CTC_WRKGRP_XWLK is used to shortcut enrollments for most users in PeopleSoft, but validation is needed to correct for exceptions to rules. Other enrollments are determined from Job Data information. Compensatory Time balances will be converted from Legacy.
HCM - Job/Position Data

Job/Position Data includes but is not limited to

  • Job Codes
  • Job Locations
  • Departments
  • Salary/Compensation
  • The job record is validated, using the same criteria as used in the Bio/Demo validation to ensure that employee job records have been accurately converted from Legacy to PeopleSoft. We strongly recommend reviewing 100% of converted records very closely.
HCM - Workforce Development

This conversion cycle consists of Education and Tenure Data which includes but is not limited to:

  • Degree
  • Tenure

These records can be validated using the same criteria as used in the Employment/Job Data validation to ensure that employee Degree and Tenure Information has been accurately converted from Legacy to PeopleSoft. (Review 50% of converted records very closely, while making sure that most of the remaining population is correct at a glance.


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